Venue
Book first: it sets your date and capacity. Get arrival/teardown times, approved-vendor rules, alcohol policy, and insurance requirements in writing.
Plan · Checklist · Vendors
Plan your event
Enter your event details once. We use them for your checklist and timeline, your vendor shortlist, and the separate budget check.
1. Plan your event · 2. Checklist · 3. Vendors · 4. Send your request · Budget & quotes
1. Plan your event
Fill this in once; it feeds your checklist, your budget check, and your vendor request. Planning tools run in your browser; nothing is sent to us unless you send your request in step 4.
2. Your checklist & timeline
Counted back from your event date using your details above.
3. Your vendors
Pick what you need, preview local matches, and read what to ask each vendor.
Quick vendor category guide
What to ask each type of vendor before you book. Always confirm licenses, insurance, and what's included in writing.
Day-of coordinator
Book 2–3 months out so they can learn your plan. Ask how many hours they cover, whether they run the rehearsal, and who manages vendor arrivals and setup if your venue doesn't include a coordinator.
Catering
Ask what's included: service charge (often 18–22%), tax, gratuity, staff count, rentals, and setup/cleanup. Food trucks and taco carts need power, water, and space.
Food trucks & taco carts
A Central Valley favorite. Confirm the vendor's county health permit, the level space and access the truck or cart needs, power (generator or outlet) and water, and that your venue allows outside food vendors.
Photographer
Compare hours of coverage, number of edited photos, delivery time, and second-shooter options. Book 6–12 months out for weddings.
Videographer
Ask to see a full sample film, not just a highlight reel. Compare hours of coverage, final film length, delivery time, and whether vows and toasts are recorded with clean audio.
Photo booth
Compare hours, print limits, digital sharing, props, and whether an attendant stays on site. Check floor space, a nearby outlet, and shade if it's set up outdoors.
DJ / music
Confirm hours, sound and microphone for toasts, lighting, overtime rate, and power needs. Share must-play and do-not-play lists early.
Live band / ceremony musicians
Ask for live video, set lengths and breaks, song lists, and what sound gear they bring. For outdoor ceremonies, confirm power, shade for the musicians, and a plan for summer heat.
Officiant
Check the current Fresno County Clerk rules for your California marriage license (or your county's), and confirm your officiant can legally officiate and will return the signed license on time. Ask about the rehearsal, ceremony writing, and travel to ranch or foothill venues.
Florist
Bring photos and a budget. Ask about delivery, setup and pickup times, and whether centerpieces or arches are rentals.
Lighting & draping
Uplighting, string lights, and ceiling draping. Ask about power needs, install and teardown times, and whether your venue allows hanging anything from ceilings, beams, or trees.
Cake & desserts
Order by guest count; ask about delivery, setup, cake-cutting fees at your venue, and allergy-friendly options.
Rentals
Tables, chairs, linens, tents, shade, and heaters. Confirm delivery windows, setup, and damage/cleaning fees. Shade matters in Central Valley summers.
Transportation / limo / shuttle
Shuttles help guests reach ranch, winery, or foothill venues with limited parking. Ask for the operator's CPUC (TCP) permit number, insurance, vehicle sizes, the pickup schedule, and overtime rates.
Bartending
Use a licensed bartending service with liquor liability insurance. Ask about ID checks, RBS/LEAD-trained staff, and whether your venue needs a permit.
Restrooms
For home, park, ranch, or outdoor venues. Luxury restroom trailers feel like indoor bathrooms; portable units suit casual events. Ask about ADA units, hand-wash stations, attendants, level ground, truck access, power, and water. Book 2–4 months out.
Event security
Use only companies holding a California BSIS Private Patrol Operator license (verify at search.dca.ca.gov). Decide on door/bag check, parking/traffic, and crowd control; agree on written post orders.
Hair & makeup
Book a trial. Ask for per-person rates, travel fees, start time, and how many artists come for your group. For summer events, ask about heat-proof, long-wear products.
Attire (bridal & tux)
Gowns can take months to order plus time for alterations, so shop early. Ask about rush fees, alteration pricing, and tux rental fitting, pickup, and return dates.
Invitations & stationery
Covers save-the-dates, invitations, programs, menus, and signage. Ask about proof rounds, printing and shipping time, and postage; send save-the-dates first and invitations well before your RSVP deadline.
Favors & welcome bags
Order from your RSVP count and ask about lead time for custom printing. Local treats like Central Valley almonds, raisins, or citrus are popular; skip anything that melts in summer heat.
Are you a local vendor? Join the Event Forager network.
Save, share, or print your plan
Print it, email it, save it to a file, or get a link to pick up where you left off.
4. Send your request
Last step. We send your details from steps 1 and 3 (name, email, phone, event type, date, start time, number of days, guests, budget range, location, needs, and must-haves). You'll see instant matches from our local list, then get a confirmed shortlist of 3–5 local options by email within 1 business day. Free for event hosts.